Download Slide Show Mastering Databases

Databases
Competency 7.00
Objective 7.02
Explain advanced database
concepts and functions.
Retrieving Data
2. Select the desired
database file and click
open.
1. Open the
database program
Open a Table in a Database File
Select the proper
table to open
Displaying Database Tables
Example:
DATASHEET
VIEW of the
MusicFun
Table from the
TUNES
database
Use Filters to Select Data
 Filter: Displays records in a database that match
specified criteria.
 Advantages of using filters
 Easier to use than query
 Fast
 Disadvantages of filters
 All fields are displayed when using a filter
 Cannot save filters like queries
 Types of filters
 By Form (key criteria into a form; more flexible because criteria can
be set for more than one field)
 By Selection (quick/easy option by highlighting a cell as criteria)
 Excluding Selection (excludes data highlighted in cell)
 Advanced Filter/Sort (works like a query)
Advanced Filter/Sort Menu
Choose the
RECORDS
Menu,
FILTER
command,
Advanced
filter/sort
Build a Query
Query: A database object that allows the
user to select records/data from a database
using multiple criteria (comparison
operators) and arrangement (sorting)
standards.
 Advantages
 Queries can be saved
 Each table can be associated with multiple queries
Set Conditions for Query
Criteria: ‘Release Date’ > ‘7/01/2004’
Field
Affected
Sort Order
Comparison Operators for
Queries and Filters







Equals
Does not equal
Between and
Less than
Greater than
Equal to or less than
Equal to or greater than
=
<>
between and
<
>
<=
>=
Query: Advanced Criteria
 AND Condition: Uses the same row in the
Query Design window
 The AND condition reduces the number of
records because both conditions must be met.
 OR Condition: Uses different rows in the
Query Design window
 The OR condition increases the number of
records because records are selected if either
condition is met.
Query: AND Condition
Results
Criteria: Genre = “Rock”
AND
Release Date after 2002
AND condition
listed on ONE line
Query: OR Condition
Results
Genre = Country OR Rock
And Release Date Greater than
01/01/2000
OR Condition
takes 2 lines!
Search Records
 To search for specific records, select Find
command from the Edit menu.
 Key the search string (data) in the dialog box.
 Key “where” to find the records (which table).
 Similar to Find/Replace commands in other programs
 Not case sensitive
Sorting
 To sort is to arrange data in a specific order.
 Ascending sort: Alphabetical order (A to Z) or
numerical order (1 to 9)
 Descending sort: Reverse alphabetical order (Z to
A) and largest to lowest number (9 to 1)
 Simple sort: Arranges by only one field
 Complex sort: Arranges data by multiple fields (first
field, primary; second field, secondary)
Sort Using the Toolbar
Ascending
Descending
Complex Sort
Multiple field sort:
Primary sort – first
field chosen
Secondary sort –
second field
chosen
Datasheet View Sort
 In Datasheet View, sorted fields must be
highlighted and adjacent (sides touching).
 Sort priority: sort left to right
 Leftmost column (field) = primary sort
 Next field = secondary sort
The Database Report
A database
object used
to organize,
summarize,
and print all
or some of
the data in a
database.
Advantages of a Report
 Data is viewed in an attractive format
 Allows variations in fonts, colors, shading, and
borders
 Allows page layout design
 Allows images to be inserted
 Shows specific fields or selected records rather
than an entire table
 Allows records to be grouped/sorted with
summaries and totals
 Displays fields from multiple tables
Plan and Create a Report
 Determine the table/queries to be used in
the report
 Determine what fields/data will be desired
in the report
 Plan the groupings and summary totals if
desired
 Enhance the appearance and design
before printing
Determine the Fields Required
Using the Report
Wizard, select
the desired
fields for the
report from the
table or query.
Organize the Report with Grouping
This report will
be “grouped” by
name.
Sort Data in the Report
Sorting a field
within the
selected group
will further
organize the
report.
Design the Appearance
Follow the Wizard’s Next
Steps to format the design,
style, and appearance of the
report.
Name and preview the
completed report.
Insert Pictures/Customize
Database Reports
Insert pictures, labels, text boxes,
and other graphic elements while in
Design View.
Database Relationships
 Relationship - A linked connection
between two tables that share a common
field.
 Join Line - graphically represents the
relationship between two tables
 The related field between the two tables must
be of the same data type and size
Establishing Relationships
Relationship
established
between two
tables
One record in the
Student Table is
related to one
record in the
Participation
Table